Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. UN Women in Georgia supports state and non-state partners towards the achievement of substantive gender equality in Georgia. In line with national and international commitments, UN Women works on the levels of policies and legislation, institutions and grassroots, in order to achieve transformative results for increased gender equality and greater protection of the rights of women and girls.

UN Women Georgia with the generous support of the Government of Norway is implementing a three-year project “Good Governance for Gender Equality in Georgia (GG4GEG). The overarching goal/impact of the project is to ensure that governance systems are gender-sensitive and enable gender equality in Georgia. To support implementation of the project, UN Women is planning to hire project assistant. Reporting to the GG4GEG Programme Analyst, the Project Assistant will work in close collaboration with the programme and operations team, responsible parties and partners to ensure successful implementation of the project and achievement of planned results.

Duties and Responsibilities

The Project Assistant will carry out the following functions under the direct supervision of GG4GEG Programme Analyst:

  • Assist in the preparation of reports, project documentation and submissions
  • Assist in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures
  • Maintain accurate financial and personnel records of the project as required by UN Women Country Office
  • Document project activities and reports
  • Ensure the maintenance of a filing system, reports or other documentation on the project
  • Assist in coordination of the exchange of information among the project partners / responsible parties
  • Prepare and distribute invitation, agendas, various information, etc.
  • Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats
  • Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances
  • Make arrangements for appointments and meetings, providing administrative support to conferences, workshops, retreats of the project
  • Prepare payment requests, financial reports, budget planning, and financial expenditures as needed
  • Safe keeping and maintenance of the project / UN Women equipment and stocks;
  • Support the project in the procurement process including preparation of RFPs, TORs, receipt of RFQs, bids for proposals and participate in the evaluation process
  • Support to the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database ensuring inventory records are up to date and accurate;
  • Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
  • Provide administrative services: set up and maintain project files, collect project related information data, update plans, provide support to the quality review process, and support the organization of the Project Board meetings.
  • Create requisitions in ATLAS for the project, register of good receipt in Atlas;
  • Make budget checks for requisitions;
  • Monitor implementation of outstanding balance of direct cash transfer to partners through ATLAS system;
  • Undertake basic financial analysis (i.e. budget variance) to support project information needs;
  • Prepare financial reports based on donor and project requirements and provide timely reports from ATLAS (such as PDRs).
  • Providing overall management support and management of the project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
  • Track the financial status of the project at all times and monitor the performance of contractors; prepare budgetary revisions in ATLAS to reflect any adjustments to the initial approved budget and to be finalized for the year(s) affected by the adjustment
  • Act as an interpreter/translator on matters relating to project activities from English, and into Georgian language and vice versa when required;
  • Assist in preparation of donor reports for the project;
  • Assist in Operational Closure of the project;
  • Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
  • Maintain general office organization (office supplies, rent, communication and transportation issues, etc.);
  • Undertake any other project assistance tasks as assigned;
  • Perform other relevant duties as required.

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Technical/Functional Competencies:

  • Excellent analytical and research skills;
  • Strong understanding of and commitment to gender equality and women's empowerment and its policy implications;
  • Excellent writing skills;
  • Excellent organizational skills;
  • Strong knowledge and use of computer office tools and statistical software;
  • Proficiency in IT skills demonstrated;
  • Familiarity with results-based management and human rights-based programming will be an asset.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Required Skills and Experience

Education:

  • Bachelor’s degree in finance, management, administration, or in similar disciplines;

Experience: 

  • At least seven years of work experience in the area of finance, general administration, procurement, Logistics and etc
  • At least 2 years of experience in preparation of project budgets, contracts, work-plans.
  • Prior experience with development organizations and/or NGOs is a strong asset;
  • Knowledge of UN Women/UNDP procurement and financial rules and regulation is a strong advantage;
  • Experience in handling of web-based management systems is an added advantage.

Language:

  • Fluency in Georgian and English.

Application package for the position of the Project Assistant on the level of SB3-MID level should consist of:

How to Submit the Application:

  • Download and complete the UN Women Personal History Form (P11)- https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558
  • Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
  • Click on the Job Title (job vacancy announcement).
  • Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application;'
  • Upload your application/single file as indicated above with the merged documents (underlined above).
  • You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

  • UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.